Creating Email Signatures

Creating Email Signatures in "Spartan Mail" on the Web or using the Outlook Desktop Program

Email Signatures Save Time
Save your teammates time and help them contact you by always using email signatures in your correspondences. Here’s what you need to know:

Signature Style

Signatures must adhere to the RHS Email Signatures guide available on MyRHS.. Refrain from adding additional quotes, pictures or logos. A sample email signature is provided, below.

First and last name (she/her*)
Title Unit or department 
Residential & Hospitality Services, MSU
Hall or building name
Street address
East Lansing, MI 4882_
Phone: 517-355-5555
Cell: 517-555-5555 [optional]
Email address

(next section is optional)

Michigan State University occupies the ancestral, traditional, and contemporary Lands of the Anishinaabeg – Three Fires Confederacy of Ojibwe, Odawa, and Potawatomi peoples. The University resides on Land ceded in the 1819 Treaty of Saginaw.

*If you choose to include your pronouns, please follow the format above.

Signature Creation in Spartan Mail on the Web

  • Log in to spartanmail.msu.edu with your MSUnetID and MSU password.
  • At the top right, click the Settings (gear) icon then click Account.
  • In the options along the left, select Signatures.
  • Click + Add Signature and select the optional check boxes at the bottom if you want this signature to be the default for new messages or replies and forwards.
  • Type your contact information into the space provided, then click Save.

Signature Creation in Classic Outlook App on Your Computer

  • Open Outlook and click the New Email button in the ribbon menu.
  • On the Insert tab, click Signature then Signatures.
  • Click the New button and type a name for the signature.
  • Edit your contact information using the RHS Email Guide format in the Edit Signature text box.
  • In the dropdown fields at the bottom of the screen, select which signature to use for New Messages and for Replies/forwards.
  • Click the OK button.
  • You can now select this signature anytime you send a new message (if you didn't already set it as the default).

Signature Creation in the New Outlook App on Your Computer

  • Select Settings . 

  • Select Accounts > Signatures.

  • If you have more than one account added to new Outlook, select the account you want to apply your email signature to.

  • Select  Add signature, then give it a distinct name.

  • In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want. Use the RHS Email Signatures Guide (mentioned previously in this article) for formatting.

  • Use the check boxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards. Or leave them blank and add the signature you want when composing a message.

  • Select Save when you're done.

Advanced Signatures Tips – With the Outlook program, your signature is only saved on the RHS computer where it was created. You must create your signatures on every device you use. You can also reduce routine typing by creating multiple signatures and giving them distinct names; you can use them like email form letters for routine correspondences.

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